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Office Assistant

3 months ago

Philadelphia, United States GREATER PHILADELPHIA URBAN AFFAIRS Full time
Job DescriptionJob Description

STATUS: 15 hours per week, non-exempt

REPORTS TO: Executive Director

WORK LOCATION: 1221 Bainbridge Street, Philadelphia, PA; with occasional work at other locations throughout Philadelphia. RWAP is a hands-on program and organization, with limited opportunities for remote work.

WHO WE ARE

Ready, Willing & Able Philadelphia (RWAP) addresses substance use disorder challenges by providing men with housing, care, and opportunities for a better future. RWAP offers dormitory-style transitional housing for approximately 50 men, alongside vital substance use disorder support services including case management, connection to external recovery supports, paid work opportunities, job readiness, and lifelong graduate services. Our commitment to fostering sobriety, self-sufficiency, and transformative growth continues to inspire hope and make a lasting difference in our community.

POSITION SUMMARY

The Office Assistant supports men in recovery by performing essential administrative tasks to ensure: compliance with contracts and relevant laws and regulations; billing documents are submitted accurately and timely; financial data is current and accurate for financial team use; internal data is current and accurate; supplies and equipment are adequate; and other functions to support RWAP programs and services.

PRIMARY RESPONSIBILITIES

  • Enter bills and purchase orders in online financial management system.
  • Complete and submit detailed spreadsheets to funders.
  • Local travel to drop off and pick up documents, supplies, etc.
  • Manage outgoing and incoming mail, sorting incoming mail to addressees.
  • Maintain inventory of office supplies, assuring adequate availability.
  • Source and order: office supplies, program supplies and equipment, uniforms, dining supplies, and other non-food items.
  • Reconcile debit card transactions monthly.
  • Prepare monthly invoices for contracted work.
  • Prepare forms for approval of significant purchases.
  • Data entry of donation, client/participant, and program information.


EXPERIENCE AND SKILLS

  • Ability to communicate clearly, verbally and in writing.
  • Strong computer skills, including: online forms and databases, Excel, Word, video meetings, and email.
  • Ability to use office equipment: computer, printer, copier, phone, etc.
  • Ability and willingness to learn detailed policies and procedures to carry out duties.
  • Willingness to work in close proximity to men who: have substance use disorder, may have co-occurring mental illness, and may recently have been incarcerated and/or unhoused.
  • If in recovery, must have at least one year continuous clean/sober time and actively working on your own continuing recovery.
  • Ability and willingness to maintain high degree of confidentiality regarding participant information and staff/employee information.